Last Planner System: How Can Play A Role in Improving Design Construction Communication

INTERNATIONAL PROJECT MANAGEMENT |MASTER THESIS
HOW CAN
LAST PLANNER SYSTEM
PLAY A ROLE IN IMPROVING DESIGN
CONSTRUCTION COMMUNICATION
Presented By| Syed Liaquat Faizan

AGENDA
1. 2. 3. 4. 5.
INTRODUCTION LITERATURE METHODOLOGY FINDINGS CONCLUSION

REVIEW
 Background  Project  Research  Findings and  Conclusion
and Problem Communication Method Outcomes
 Research Aim  Last Planner  Data Collection  Framework  Recommendation
and Objectives System
MASTER THESIS |2018

HFT STUTTGART | IPM 2
1
INTRODUCTION | LITERATURE REVIEW | METHODOLOGY | FINDINGS | CONCLUSION

.
MASTER THESIS |2018

INTRODUCTION
Background
As per PMI report
US$135million is at risk for every US$1 billion
?
MASTER THESIS |2018
Source: PROJECT MANAGEMENT INSTITUTE. (2013). The Essential Role of Communications Report. PMI Pulse of Profession. HFT STUTTGART | IPM 4
INTRODUCTION
Background
Figure 1: The amount at risk for every US$1 billion Figure 2: Impact of effective communication on
spent on a project. organization.
MASTER THESIS |2018

Source: PROJECT MANAGEMENT INSTITUTE. (2013). The Essential Role of Communications Report. PMI Pulse of Profession. HFT STUTTGART | IPM 5
INTRODUCTION
Background
Complex projects
Why Numerous stakeholders
Communication is a problem for

construction design Organizational fragmentation
Lack of collaboration between
design and construction
MASTER THESIS |2018

Image Courtesy : JDB ENGINEERING. Construction, Communication & Chaos: Managing Projects on the Fly HFT STUTTGART | IPM 6
INTRODUCTION
Background
Last Planner System is tool developed by

GLENN BALLARD
 Based on lean concept

 Make work flow reliable
 Build trust
 Introduce collaborative team environment
MASTER THESIS |2018

Source: BALLARD, H. G. (2000). The last planner system of production control (Doctoral dissertation, University of Birmingham). HFT STUTTGART | IPM 7
INTRODUCTION
Problem Definition
Traditional Last Planner System
Only
communicate DESIGNER
when problem
occurs CLIENT
Only
communicate
Best
ARCHITECTS CLIENT when problem Solution
occurs
DESIGNER
& CONTRACTOR
Only ARCHITECT
communicate
when problem CONTRACTOR
occurs
Continuous Collaboration
MASTER THESIS |2018

INTRODUCTION
Research Question
“How can Last Planner System play a role in

improving design construction communication?”
MASTER THESIS |2018

INTRODUCTION
Research Aim & Objectives
1. To identify communication problems and challenges associated in the design phase.

2. To determine and analyze existing communication practices in the design phase.
3. To find out the effects of poor communication on project performance.
4. To critically analyze the LPS and examine opinions of professional using the LPS as
coordination tool.
5. To develop a framework using the LPS to improve design construction communication.
MASTER THESIS |2018

2.

.
MASTER THESIS |2018

LITERATURE REVIEW
Project Communication
 Practices
 Challenges
 Effects
 Communication between
design & construction
LITERATURE
REVIEW
Last Planner System
 What is LPS
 Components of LPS
 Implementation challenges
MASTER THESIS |2018

Image Courtesy : www.pexels.com HFT STUTTGART | IPM 12
LITERATURE REVIEW
Communication
Information
Knowledge
Common
Agreement
COMMUNICATION TWO WAY

PROCESS
Written, spoken,
symbols
Collaboration
MASTER THESIS |2018

LITERATURE REVIEW
Communication In Construction Design
Project Lifecycle Critical in Design Structure and Channel Communication Forms

Communication is involved Critical in the design stage Communication structure Drawings
during whole lifecycle of the project needs to well established, Models
channels should be well Specifications, Manuals
defined Notes, Letters, Memos
MASTER THESIS |2018

LITERATURE REVIEW
Communication Channels
High
Horizontal or Lateral Downward information Face to Face
between people on the starts at the top (project richness Communicatio
same level of the manager) and flows
n
hierarchy and is down through the
designed to ensure or project levels to workers Spoken communication
improve coordination of electronically
the work effort transmitted
Diagonal Upward
people at different involves supplying Personally addressed
levels of the hierarchy information to the upper written communication
and is usually designed levels about what is
to provide information, happening at the
coordination or project.
Low Impersonal written
assistance to either or
information communication
both parties
richness
Daft - Lengel Media Richness Hierarchy
MASTER THESIS |2018

Figure: Daft - Lengel Media Richness Hierarchy (Boddy, 2009 pp. 362) HFT STUTTGART | IPM 15
LITERATURE REVIEW
Communication Challenges and Effect
Absence of
Fragmentation Feedback Effect on project
Performance
(Variations,
rework, progress)
Numerous Lack of Visual No construction team
Stakeholder Communication role in design
MASTER THESIS |2018

LITERATURE REVIEW
Last Planner System
“Last Planner System was developed to make

planning processes and work flow highly reliable, and to
build necessary trust within a collaborative team
environment.”
Visual Manage Collaborative Information

Planning Tool commitments decision making handoffs
MASTER THESIS |2018

LITERATURE REVIEW
Last Planner System - Components
MASTER SCHEDULE LOOKAHEAD SCHEDULE

02-06 weeks plan
Set Milestones 1 3 Task breakdowns
Define key deliverables
Identify and remove constraints
Last
Planner
System
PHASE SCHEDULE WEEKLY SCHEDULE
Detailed Plan
Specify handoffs 2 4 Progress Tracking
Collaborative Planning
Pull Planning Percent plan complete
Components of Last Planner System
MASTER THESIS |2018

Figure : Planning stages/levels in the Last Planner TM system (Hamzeh & Bergstorm., 2010 pp. 2) HFT STUTTGART | IPM 18
3

.
MASTER THESIS |2018

METHODOLOGY
Overview
Philosophy Approach Method

Interpretivism Inductive Qualitative
Data Analysis Data Collection

Coding Semi-structured
Identify themes Interview
Identify relationship
Compare data
MASTER THESIS |2018

METHODOLOGY
DATA COLLECTION
BACKGROUND INTERVIEW PARTICIPANTS
Consultant
Semi
Contractor 11
Structured
Lean Experts
Primary Data Collection
MASTER THESIS |2018

METHODOLOGY
Participants Detail
S No. Background Position Years of Experience
1 Consultant Senior Project Manager 15
Consultant Contractor Lean 2 Consultant Design Engineer 8
3 Consultant Structural Engineer 7
4 Contractor Managing Director 30
28% 5 Contractor Construction Manager 10
36%
6 Contractor Project Engineer 9
7 Contractor Project Engineer 8
8 Lean Consultant Lean Expert & Director 35
36% 9 Lean Consultant CEO 22
10 Lean Consultant Lean Expert 10
11 Lean Consultant Owner 15
PARTICIPANT RATIO INTERVIEWEES PROFILE
MASTER THESIS |2018

4

.
MASTER THESIS |2018

FINDINGS
Overview
Communication Problems
Identification of communication
challenges, problems, & its effects
Last Planner System

Integration of LPS in design phase to
reduce communication problems
Communication Practices
Analysis of Data Existing communication practices in
Creating themes and concepts, design phase
identification of relationship and
comparison of the data
MASTER THESIS |2018

FINDINGS
Communication Problems In Design
Absence of
Absence of No communication
No communication Misunderstandings construction team
information flow collaborative
structure of requirements creates design
mechanism platform
problems
MASTER THESIS |2018

FINDINGS
Communication Challenges
01 02 03 04 05
Fragmentation of Isolation and lack Late induction of Lack of Unrealistic

design team of interaction construction team trust timelines
Internal Individual silos No say in design Personal gains Timely Coordination
External No collaboration Contractual problems Design errors Misunderstandings
No information flow
MASTER THESIS |2018

FINDINGS
Communication Practices
FORMAL INFORMAL
Intranet
Similarities
BIM
Similarities
Last Planner System
Instant Messaging
Dissimilarities
Dissimilarities
Emails Phone Calls
Project Meetings Unscheduled
Official Letters Meetings
Conference Meeting
MASTER THESIS |2018

FINDINGS
EFFECTS OF POOR COMMUNICATION
Design Cost
Time Delays overrun
Errors
MASTER THESIS |2018

FINDINGS
Last Planner System And Communication
01 02 03 04 05
Capturing client requirements
Effective team building
Sharing of information
Building trust
Effective Communication
Last
Planner
System
MASTER THESIS |2018

FINDINGS
Last Planner System and Communication
Design Team
External Facilitator
CLUSTER GROUP Client Construction Team
Specialist (MEP)
EXTERNAL CONSTRUCTION SPECIALIST

CLIENT DESIGN TEAM
FACILITATOR TEAM (MEP)
ROLES • Define project • Manage • Capture client • Provide site • Define MEP
requirements communication requirements requirements requirement
& • Project info amongst teams • Define design • Conduct design • MEP Design
RESPONSIBILITIES (Scope, time & and client needs constructability
cost) • Manage Last • Define reviews
Planner System specifications • Value engineering
• Define work
Packages
MASTER THESIS |2018

FINDINGS
Real time progress update
Client
Communication
Requirements & Project Needs
Monthly Lookahead Meeting

Dashboard
Information Flow
Monthly Project Report
Monthly
Meeting
Upload Requirements and Information
Inter Cluster Group
Work Package and Design

Weekly Weekly Team Progress Update
Requirements
Design Updates
Meeting Minutes of Meeting
Inter Cluster Information

Construction Team Design Team Specialist (MEP)
Value Engineering/ Construcability Input MASTER THESIS |2018

LPS COMMUNICATION FRAMEWORK
ELECTRONIC COMMUNICATION PLATFORM
 Client Requirements
External
Client  Design Details & Requirements  Design Team
Facilitator
 Work Packages  Construction Team
 Design Progress Updates  Specialist (MEP)
 Minutes of Meetings
Real Time Update
Cluster Group
MASTER SCHEDULE PHASE SCHEDULE LOOKAHEAD SCHEDULE WEEKLY SCHEDULE

Identify Conduct
Project Initiation design Select Design Design External Facilitator
Review
Package Package ss Meeitng
i
ff o yl a
sd n
A
Capture Client Update
Perform n
a Assign Design e
su Design
o
n Requirement Pull Planning H
t a Progress
ia (Visual Tools) ro n Team C
t
ic n a
ti i io
at to
u o
R
m l
a rm
c
m Define (Time & F l Identify Identify Cons. f
o m Prepare Next g
n
C
o Cost and Scope)
a Design Requirements In Identify f r
o o
n te
i Update
l rn r r it Week WWP e
e Requirements e e Communication
a tx ts Duration & P a
r M Dashboard
m
r E u Interdepende o r
o l b e
ts
F Establish Design cr ncies a
l l
e u
Requirments tIn Yes
Add items to C o C l
Formation of Backlog Constraint r
Design Analysis e
Int
Upload to Package Plan Constraint
Communication Analysis
No d
Dashboard ra Make Inter
Integrate all
o
Inter tB Cluster Package No cluster
Requirement
Cluster e Identify
Wh i
Meeting r
Interdependen
cies
Pre-Design ne Review Inter
Meeting Key Milestones n
a Identify & Lookahead
lP Remove Cluster
Key Deliverables
t Constraints
Schedule No Request Weekly
s
a Schedule
Master L Obtain
Update
Schedule Commitment
Communication Assign
Dashboard
Preparation Weekly task
Client of Work to Team
Approval Package
Phase
Schedule
HESI
Yes
External
Facilitator
Real Time Update
Cluster Group

Identify Conduct
Project Initiation design Select Design Design External Facilitator
Review
Package Package ss Meeitng
i
ffo ya
l
s n
d A Update
Capture Client n es
Perform a Assign Design u
Design
Requirement H
Formal Communication
Pull Planning
n Team a Progress
C
(Visual Tools) o
it t
o
a o
Identify rm
f R n
Define (Time & Design
Identify Cons.
In
o r Prepare Next gie
Requirements Identify fm on t
Update
r o
Cost and Scope)
r it Week WWP e
Requirements e e Communication
st ra
Duration & P M Dashboard
ul Interdepende o r
c ncies ab
ll st e
Establish Design r u
Requirments
Formation of te In Yes Add items to
Backlog
oC
Constraint
l C
re
Design Analysis
t
In
No d
Dashboard ra Integrate all Make Inter
o
Inter tB Cluster Package
No cluster
Requirement
Cluster e Identify
iWh
Meeting Interdependen
r cies
e
n
Pre-Design Review Inter
n
a Identify & Lookahead
Meeting Key Milestones lP Remove Cluster
Key Deliverables
t Constraints
Schedule No Request Weekly
s
a Schedule
Master L Obtain
Update
Schedule Commitment
Communication Assign
Dashboard
Approval Package
Phase
Schedule
HE
Yes
External
Facilitator
Real Time Update
Cluster Group

Conduct
Identify
Select Design Design External Facilitator
Project Initiation design Review
Package Package si Meeitng
yl
a
Inter cluster Information Handsoff

n
A Update
Capture Client
Perform se Design
Requirement Assign Design u
Pull Planning a Progress

(Visual Tools) Team C

t
o
o
R gn
Define (Time & Identify
Identify Cons. m
ro n Prepare Next it
Cost and Scope) Design Identify fr io Week WWP e
e
Update
Requirements
e t Com mun ication
Requirements Duration &
P a
r M Dashboard
Interdepende ob re
ncies a st
Establish Design ll
o lu
Requirments Add items to C
Formation of Yes Backlog Constraint rC
Analysis e
Desig n t
In
Upload to Package Plan
Constraint
No
Dashboard
Last Planner White Board

Integrate all Make Inter
Cluster Package cluster
Inter
Cluster Identify No Requirement
cies
Identify & Lookahead
Meeting Key Milestones Remove Cluster
Key Deliverables Con straints
Schedule No Weekly
Request
Master Obtain
Schedule
Update Com mitment
Schedule Com mun ication
Dashboard
Assign
Approval Package
Phase
Schedule
Yes
External
Facilitator
Real Time Update
Cluster Group

Conduct
Identify
Project Initiation design
Package Review
Package
Perform Root Cause Analysis

Meeitng

Perform Assign Design Design
Requirement
Pull Planning Team Progress

(Visual Tools)
g
tni
Identify Cons. n Prepare Next
Cost and Scope) Design e
Requirements Identify io Week WWP e
Update
Requirements Duration & ta M Com mun ication
r re
Dashboard
Interdepende o
b
ncies a
ll st
Establish Design
o u
l
Requirments Add itemsto C C
Formation of Yes Backlog Constraint r
Analysis e
Desig n Int
No
Dashboard

Cluster Package
Inter cluster
cies
Schedule No Weekly
Request
Schedule
Master Obtain
Update Com mitment
Schedule Com mun ication
Assign
Dashboard
Approval Package
Phase
Schedule
Yes
External
Facilitator
Real Time Update
Cluster Group

Conduct
Identify
Project Initiation design
Package Review
Package
Meeitng
Perform Root Cause Analysis

Perform Assign Design Design
Requirement
Pull Planning Team Progress

(Visual Tools)
Inter Cluster Meeting

Identify Cons. Prepare Next
Cost and Scope) Design
Collaboration
Requirements Identify Update
Requirements WeekWWP Com mun ication
Duration &
Dashboard
Interdepende
Establish Design ncies
Requirments Add itemsto
Formation of Yes Backlog Constraint
Desig n Analysis
No
Dashboard

Cluster Package cluster
Inter
cies
Schedule No Weekly
Request
Schedule
Master Obtain
Update Com mitment
Schedule Com mun ication Assign
Dashboard
Approval Package
Phase
Schedule
Yes
5

.
MASTER THESIS |2018

CONCLUSION
PROBLEMS SOLUTIONS ADDED BENEFITS
Client Requirement Visual communication tool Lesser variations, improve

quality
Fragmentation LPS pull planning

Reduce misunderstanding
Isolation and
interaction Collaborative information flow Improve decision making,
information gap
Late induction of
Formation of cluster group
construction team Optimum construction
solution, value engineering
Trust Open conversation in LPS
collaborative session Reduce conflicts and blame
game
MASTER THESIS |2018

CONCLUSION
Recommendations
 Traditional project delivery method is the major reason of communication problems in design
phase.
 Client, design and construction teams, should maintain proper collaboration and share
complete information amongst themselves.
 A formal communication and information sharing plan should be established early in design.
 Face to face communication is essential to reach a common understandings.
MASTER THESIS |2018

CONCLUSION
Recommendations
 Visual communication tools helps in understandings requirements in an efficient way.
 Involving construction team in design phase will lead to efficient design solutions.
 Formation of cluster group will enhance trust and relationship between design and
construction team.
 Integrating LPS in design phase will shift the focus from individual to collective approach.
MASTER THESIS |2018

THANK YOU!!
Syed Liaquat Faizan
International Project Management
Master Thesis Presentation | 2018
Supervisors
Prof. Jürgen M. Volm
Dr. Selim Tugra Demir

Last Planner System: How Can Play A Role in Improving Design Construction Communication

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INTERNATIONAL PROJECT MANAGEMENT |MASTER THESIS

Presented By| Syed Liaquat Faizan

INTRODUCTION LITERATURE METHODOLOGY FINDINGS CONCLUSION

MASTER THESIS |2018

INTRODUCTION | LITERATURE REVIEW | METHODOLOGY | FINDINGS | CONCLUSION

MASTER THESIS |2018

As per PMI report

US$135million is at risk for every US$1 billion

MASTER THESIS |2018

Why Numerous stakeholders

Communication is a problem for

Lack of collaboration between

design and construction

MASTER THESIS |2018

Last Planner System is tool developed by

 Based on lean concept

MASTER THESIS |2018

MASTER THESIS |2018

“How can Last Planner System play a role in

MASTER THESIS |2018

1. To identify communication problems and challenges associated in the design phase.

MASTER THESIS |2018

INTRODUCTION | LITERATURE REVIEW | METHODOLOGY | FINDINGS | CONCLUSION

MASTER THESIS |2018

MASTER THESIS |2018

COMMUNICATION TWO WAY

MASTER THESIS |2018

Project Lifecycle Critical in Design Structure and Channel Communication Forms

MASTER THESIS |2018

Daft - Lengel Media Richness Hierarchy

MASTER THESIS |2018

MASTER THESIS |2018

“Last Planner System was developed to make

Visual Manage Collaborative Information

MASTER THESIS |2018

MASTER SCHEDULE LOOKAHEAD SCHEDULE

Components of Last Planner System

MASTER THESIS |2018

INTRODUCTION | LITERATURE REVIEW | METHODOLOGY | FINDINGS | CONCLUSION

MASTER THESIS |2018

Philosophy Approach Method

Data Analysis Data Collection

MASTER THESIS |2018

BACKGROUND INTERVIEW PARTICIPANTS

Primary Data Collection

MASTER THESIS |2018

PARTICIPANT RATIO INTERVIEWEES PROFILE

MASTER THESIS |2018

INTRODUCTION | LITERATURE REVIEW | METHODOLOGY | FINDINGS | CONCLUSION

MASTER THESIS |2018